Procurement: Assist in all purchasing in line with the internal procurement procedures and their follow up (procurement file, call for tender, distribution, suppliers follow up, etc.).
Fleet Management: Assist in fleet management (cars rental contract, vehicles maintenance, fuel follow up, drivers training, etc.) and organization of any field movements (flight booking, hotel booking, etc.)
Stock Management: Assist in managing all assets from inventory to storing and maintenance.
Staff Safety: Assist in ensuring staff safety in the field and office by putting in place necessary measures and standard operating procedures and ensuring the staff practicing with the support of the Base Manager/ Field Coordinator.
Procurement:

Provide planning, support and advice to those making a procurement request, then process and manage the procurement process in accordance with SIF policies and procedures, in a transparent, accountable, efficient and cost effective manner.
Follow-up the procurement for all bases in area of operations.
Validate the Purchase / Service Contracts for procurement, along with Coordination of admin team.
Set up and maintain a database of suppliers, detailing criteria of quality, price, service, ethics etc;
Undertake quotations or launch Calls for Tender;
Check the condition and nature of goods received as required by the contracts;
Manage the presentation, circulation, filing and archiving of procurement documents, conforming to SIF  procedures;
Undertake periodic inventories;
Manage stock movements and distributions of goods in the framework of project implementation;
Ensure that local market surveys are regularly carried out, to ensure a full knowledge of the availability and price of local items.
Ensure that all procurements are tracked and recorded to identify items that should be part of a pre-approved tender process, and ensure that open and free competition for procurements is adhered too.
Capture pipeline information, and coordinate the management of the supply chain ensuring that Program staffs are well-informed and well-prepared for incoming goods and materiel.
Elaborate and update suppliers data base as well as prices list
Liaise and negotiate with suppliers
Enforce proper use of procurement ceilings and approval procedures.
Ensure procurement follow up is completed weekly with all departments
BCI and IRV completion in accordance with required timelines.
Identification of new and relevant supplier/vendor as per the procurement plan for the ongoing and new projects.
Marinating of proper procurement data base, to provide accurate information/status of ongoing procurement.
Analyze all factor related to procurement and present various option that clearly shows the difference in cost and delivery time between alternatives.

 Assets and Property Management:

Ensure the safety and effective use of all SIF assets and properties in the office
Account for the overall compliance with assets, properties and premises management procedures
Ensure the maintenance and repairs of assets and properties in timely manner
Assess the need for additional equipment / premise
Account for the overall compliance with assets, properties and premises management procedures
Regularly control the Asset Documentation (Asset Card, Maintenance / Repair Card, Monthly Equipment Follow Up)
Ensure that Assets file is updated with all necessary documents (vouchers, technical manuals, repair and maintenance documents)
Ensure timely reporting on /assets & stock status, to help Program staff with planning of replenishment and tracking through to end-user has occurred.
Advice and support Program staff to verify that distribution has occurred according to the intentions and plans of the donors, and project partners

Fleet Management:

Supervise and coordinate all logistic matters relating to transport and fuel management, to ensure that vehicles are insured, asset managed correctly, being driven safely, maintained appropriately, damages are reported,
Organize field movements for staff members (flight and hotel booking, rental taxi, etc.)
Ensure that vehicles internal equipment (tools, communications etc) are complete and serviceable; and that usage of fuel is correctly supervised, and logged and recorded.
Control regularly that all documentation required is filled in timely and precisely
Supervise the rental Service Contracts for vehicles
Control all documentation related to vehicles (Log Books, Fuel Consumption...)
Consolidate Fuel Consumption report and control fuel consumption.
Encourage driver to use efficient route and avoid traffic congestion.
Prior to each departure, check for any security notice or directives for travel area and plan movements in response

Procedures and Reporting:

Comply with all the reporting requirements from Country/base level
Present the all consolidated monthly reports as required according to SIF guidelines
Maintain accurate filing systems, with documented and supported records of action for audit purposes, and submit weekly and monthly logistics reports to the base and in-country management team.
Procurement plan and Status (Order Follow Up, ongoing procurements, deliveries)
Stock Situation (Deliveries received, damages, stock requests)
Keep track of quality, quantity, stock levels, delivery times, transport costs and efficiency
Vehicle Follow Up (Maintenance, Incidents, Suppliers relation)
Assets list (Repartition of assets, maintenance, problems)
Keep updated the line manager “technical & administrative” about all ongoing activity and sharing of updated procurement status.

Compliance:

Ensure compliance with SIF policies and procedures, donor regulations and local laws.
Ensure that the procurement and disposal of commodities are in line with applicable licenses and are properly documented.
Ensure that vendor eligibility screening is carried out in a timely fashion, updated regularly, and, recorded appropriately.
Manage all types of contracts with suppliers and service providers
Meet any ad hoc donor requirements in a timely and complete way

Telecommunication and Information Technology Management

Accounts for the overall compliance with the Communication and IT procedures
Supervise and secure effective use of the entire telecommunication and IT system
Supervise all the telecommunication costs

Security Management

Account for the overall compliance of SIF security and safety guidelines.
Ensure high-level security of all SIF assets, property and resources
Collect and compile security information of all SIF TPK Field areas on weekly basis
Ensure that watchmen are aware of all safety and security regulations
Elaborate security plans for all SIF TPK base / field and ensure their implementation
Ensure the security of movement of TPK field visit
Organize the opening of a new SIF bases in TPK from the risk assessment analysis to office renting and equipment.

Human Resources:

Manage all drivers and security guards ensuring all duties are performed to SIF regulations.
Perform required performance evaluations for drivers and security guards
Track and report any performance issues/complaints

Administration:
Office Management: Office cleaning, Staff Meeting Arrangements, Ensuring hygiene environment and office decorum timely opening office and closing on time.
Foods & Refreshments - Arrangements of refreshments for events like UK visit team, HH participants, trainers etc.
Event Management- Arrangements of all events i.e Stakeholder Meetings, Workshops, Livestock camps etc.
Logistics: Arrangements of accommodation, transportation for guests or staff as needed.
Assets Management:
Ensured that office furniture and equipment has are clean, secured, issued properly to concerned person after proper receiving & issue inventory #, and tagging.
Information Technology:
Support to field staff in IT issues, and support in Windows browsing, Window Installation, internet connectivity & printing accessories etc.
Fleet Management:
Vehicle Arrangements - Ensured timely arrangement of vehicles for field and made vehicle movement plan accordingly.
Fuel in Vehicles - Ensured that fuel is available in vehicle or filled on time and recoded on logbook maintained record properly for payments and future corresponding.
Vehicle Maintenance - Ensured that all office vehicle are properly maintained and cleaned and if any work or maintenance required made timely.
Financial Management:
Petty Cash - Generated advance for monthly petty cash and adjusted timely with complete documentation and verification of bills.
Advance for Other Activities - Generated advance requests on MIQAS for other activity like UK visit, HH sessions, Vaccination and other events etc., and adjusted timely.
Procurement:
Identifications of new vendors. Prepare database of vendors. Generated Supply Request/Purchase Request on MIQAS. Issue RFQs. Prepared POs, Draft Contract/agreements for supplies/services. Maintain Stock Register, Prepared GRN. Prepared tender documents etc.
HR Management:
Time Sheets - Maintained Monthly Sheets and leave application for all staff timely for salary process.
Attendance - Verified attendance register on daily basis to check presence of staff on time.
Complain Box:
Maintain complain box and email complain record and share with HR country office.
Safety & Security:
Ensure the security, safety and well-being of all personnel, visitors, and the premises.
Secure premises and personnel by patrolling property, monitoring surveillance equipment, inspecting buildings, equipment, and access points and permitting entry.
Remain in compliance with local, state and federal regulations.
Protect the organization assets relative to theft, assault, fire, and other safety issues. 

§  Issue fuel and lubricants to official vehicles and generator.
§  Provide monthly reports on vehicle use and fuel consumption/ vehicle mileage summary.
§  Maintain the contract with fuel supplier.
§  Plan routine preventative maintenance of vehicle according to transport manual.
§  Maintain vehicle supplier list both for routine and emergency requirements.
§  Identify/renew the workshop/contract for the maintenance of organization fleet.
§  Maintain a file for all organization owned vehicles.
§  Ensure that printing paper, fax toner and stationery are available for staff.
§  Prepare float for cook for daily kitchen supplies.
§  Maintain record of capital items such as digital cameras, mobile/satellite phones according to relevant SOPs and reconciliation on monthly basis.
§  Maintain record of the organization rental buildings, process rental payment as per agreement.
§  Timely submission of the utility bills and maintain proper records.
§  Update internal databases (e.g record sick or maternity leave)
§  Prepare HR documents, like employment contract and new hire guides and revise company polices.
§  Lease with eternal partners, like insurance vendors, and ensure legal compliance.
§  Answer employee’s queries about HR-related issues.
§  Assist payroll department by providing relevant employee information (e.g. leaves of absence, sick days and work schedules)
§  Arrange travel accommodations and process expense forms.

 Estimate and establish cost parameters and budgets for purchases
 Create and maintain good relationships with vendors/suppliers
 Make professional decisions in a fast-paced environment
 Maintain records of purchases, pricing, and other important data
 Review and analyze all vendors/suppliers, supply, and price options
 Develop plans for purchasing equipment, services, and supplies
 Negotiate the best deal for pricing and supply contracts
 Ensure that the products and supplies are high quality
 Maintain and update list of suppliers and their qualifications, delivery times, and potential future development
 Work with team members and Procurement Manager to complete duties as needed

 Under the supervision of Cluster Coordinator, responsible for ensuring effective management, implementation of all trainings as the per work plan.
 Ensure arrangements of training in their assigned training venues/trainers team
 Arrive at the training venue well-before the training workshop to ensure pre-training arrangements i.e training material and refreshment arrangements.
 Ensure the attendance of participants at regular basis and maintain its record with the help of Master Trainers and send the same to Cluster coordinator timely.
 Ensure timely availability of refreshment, lunch and tea arrangements for the orientation to Assistant Presiding Officers (APOs) and Polling Officers (POs), and training of Presiding Officers (POs) and Sr. Assistant Presiding Officers (POs).
 Take good care of training material, voting screen and ballot boxes for polling simulation exercises during all trainings and orientations.
 Ensure the quality assurance of food and its timely delivery to the training venues.
 Collect, compile and produce training updates/reports of each training orientation session on the specified formats and submitting the report to Cluster Coordinator.
 Ensure the GRN to supplies.
 Develop the stock register.
 Submitted supplies invoice delivery Challan & GRN to Head Office.
 Supervision of domestic staff

Under the supervision of District Coordinator, was responsible for Office Administration, Facility Management, Logistics, ICT Management, Security and supervising the 9 staff [Drivers, guards, cleaners]
 Provides administrative and finance and logistical assistance to the MCHIP project and works closely with district team in field office to ensure smooth project implementation.
 Ensure adherence to required financial controls & prevent over-expenditure of budgets.
 Focal person for preparation of EMRs (Event Management Request) related to all program activity of the district office in coordination with Provincial Office / Program Officer.
 Arrange national and international air and road travel arrangements for staff
 Arrange staff accommodations within and outside the city
 Organize and arrange events and workshops.
 Ensure provision of all kind of logistics support required not only for indoor but outdoor meetings, events, seminars & workshop
 Prepare all trainings/events budgets
 Assist in formatting power point presentations as required.
 Prepare all trainings/events budgets.
 Arrangements of all workshops/trainings and district level coordination meeting.
 Received supplies from head office and maintain proper record and stock register.
 Maintain an inventory of project equipment and supplies.
 Check vehicles & vehicles logbooks daily basis and assign vehicle to team as per travel plan.
 Data backup of desktop/laptops and secure it in safe place.
 Coordinate with Provincial IT Manager to facilitate district staff regarding IT related issues.
 Coordinate with Provincial IT Manager to facilitate ICT requirements of our prime partner.
 Make sure that IT/ICT policies/procedures are strictly adhered.
 Received supplies from head office and maintain proper record and stock register.
 Maintain an inventory of project medical equipment and supplies
 Coordinate with Security Manager regarding Security issues.

 Ensure the proper maintenance and record keeping of all the procurement documents with file labeling and tracking.
 Execute all activities of all functions involved in the planning, purchasing, warehousing and control of materials from the receipt of forecasting replenishment needs to the delivery of the finished product into finished goods inventory and delivery of products to customer(s).
 Collaborate with staff, other departments and decision makers to share information, problem solve, and to clarify management objectives
 Local market survey, vendor identification and comparative analysis
 Prepare/issue request for quotation (RFQ) to suppliers as per purchase request.
 Received goods and services note from vendors.
 To assist in the preparation of tender documents
 To assist in the management of assigned contracts, having responsibility, for bench marking, quality assurance and service levels initiating corrective action as required.
 Prepare GRN and report to the relevant internal users.
 Coordinate with logistics officer on timely basis.
 Prepare payments for the vendors on receipts and submit to finance on time.
 Develop and maintain invoice submission and receipts for tracking and follow up.
 Update and maintain procurement plan in line with the annual work plan.
 Experienced with inviting and allotting tenders.
 Setting up the weekly, monthly, quarterly procurement plan.
 Planning and budgeting of purchase functions, involving cost estimation, contract negotiations.
 Coordinate with finance department for timely payment of bills.